Contract notice
Section I: Contracting
authority
I.1) Name and addresses
Oxford city Council
OX1 1BX
Town Hall
UK
Contact person: Olalekan Oyebamiji
E-mail: ooyebamiji@oxford.gov.uk
NUTS: UKJ1
Internet address(es)
Main address: www.oxford.gov.uk
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
https://in-tendhost.co.uk/oxfordcc
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
https://in-tendhost.co.uk/oxfordcc
Tenders or requests to participate must be sent to the abovementioned address
I.4) Type of the contracting authority
Regional or local authority
I.5) Main activity
General public services
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Cloud Based Planning and Regulatory Services Information Management System
Reference number: OCC000586
II.1.2) Main CPV code
48000000
II.1.3) Type of contract
Supplies
II.1.4) Short description
This Contract is for a replacement information and document management system for Planning and Regulatory services at Oxford City Council and the associated migration of data and files from the existing systems to the replacement. The current contract with the current system is coming to an end in March 2026, and it is essential that a replacement system is identified and procured for continuity of statutory services within these teams. The Council has worked with a consultancy team to identify a system specification, which identifies requirements that the current system provides and also an improved set of requirements for more efficient data management. As the Council are also moving software from on-premises to cloud-hosted systems, with on-premises hosting to be decommissioned, the awarded system must be a cloud hosted solution.
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
48100000
48000000
II.2.3) Place of performance
NUTS code:
UKJ1
Main site or place of performance:
II.2.4) Description of the procurement
This Contract is for a replacement information and document management system for Planning and Regulatory services at Oxford City Council and the associated migration of data and files from the existing systems to the replacement. The current contract with the current system is coming to an end in March 2026, and it is essential that a replacement system is identified and procured for continuity of statutory services within these teams. The Council has worked with a consultancy team to identify a system specification, which identifies requirements that the current system provides and also an improved set of requirements for more efficient data management. As the Council are also moving software from on-premises to cloud-hosted systems, with on-premises hosting to be decommissioned, the awarded system must be a cloud hosted solution.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 36
This contract is subject to renewal: Yes
Description of renewals:
Option to renew for 2+1+1
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
II.2.14) Additional information
Section III: Legal, economic, financial and technical information
III.1) Conditions for participation
III.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions:
This Contract is for a replacement information and document management system for Planning and Regulatory services at Oxford City Council and the associated migration of data and files from the existing systems to the replacement. The current contract with the current system is coming to an end in March 2026, and it is essential that a replacement system is identified and procured for continuity of statutory services within these teams. The Council has worked with a consultancy team to identify a system specification, which identifies requirements that the current system provides and also an improved set of requirements for more efficient data management. As the Council are also moving software from on-premises to cloud-hosted systems, with on-premises hosting to be decommissioned, the awarded system must be a cloud hosted solution.
III.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
III.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
III.2) Conditions related to the contract
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Open procedure
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
IV.2) Administrative information
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
13/01/2025
Local time: 17:05
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
IV.2.6) Minimum time frame during which the tenderer must maintain the tender
Tender must be valid until:
14/04/2025
IV.2.7) Conditions for opening of tenders
Date:
13/01/2025
Local time: 00:00
Place:
https://in-tendhost.co.uk/oxfordcc
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
No
VI.4) Procedures for review
VI.4.1) Review body
High Court
WC2A 2LL
London
UK
Telephone: +44 2079476000
E-mail: RCJ.DCO@justice.gov.uk
VI.4.3) Review procedure
Precise information on deadline(s) for review procedures:
N/A
VI.5) Date of dispatch of this notice
03/12/2024